Privacy policy

Thanks for visiting the Mandon Software Limited website. This policy explains the what, how and why of the information we collect when you visit our website or when you use our services. It also explains the specific ways we use and disclose that information. We want to make it clear, we take your privacy extremely seriously, and we never sell your data or pass it onto any third parties for sales or marketing use. Our aim is to be as clear and open as possible about what we do and why. This Privacy Policy is effective and updated as of 1st May 2022.

Who are we?

Mandon Software Limited, Company No. 03641499
Alanbrooke House, Castlereagh Business Park, 478 Castlereagh Road, Belfast BT5 6BQ
E-mail: [email protected]
Data Controller: David Allaway
Contact email address: [email protected]

We aim to respect your privacy and are committed to protecting the confidentiality of your personal information. Our aim is to be as clear and open as possible about what we do and why, which is why we go in-depth below to explain what we collect, send and use your data for and what your rights are.

General Basics

1. DefinitionsThese definitions should help you understand this policy and add clarity to any terms/labels we use. When we say “we,” “us,” “our” we are referring to Mandon Software Limited.

We are incorporated in England and Wales, we are a UK-based company founded in 1999. We work with customers in a wide range of insurance lines, from marine to healthcare. We are experienced in working in the Lloyd’s market and pride ourselves on delivering excellent customer services at all times.

When we say “Customer,” we are referring to the person or entity that is registered with us to use our Service. With regards to “Service” we are referring to our software and physical services, including our mPACS product, consultancy or email template design.

When we say “you,” we are referring either to a Customer or to some other person who visits our Website.

“Personal Information” means any information that identifies or can be used to identify you or a Contact, directly or indirectly, including, but not limited to, first and last name, email address, occupation or other demographic information.

When we say “Contact”, we are referring to a specific data subject within a Customer or Prospect’s organisation.

An “Audience Group” is a list of Contacts and all associated information related to those Contacts.

This Privacy Policy applies to this specific website, as well as any other sites or
mobile applications owned or operated by us. This includes any website, and any web pages, interactive features, applications, widgets, blogs, social networks, social network “tabs” or other online, mobile or wireless offerings that post a link to this Privacy Policy, whether accessed via computer, mobile device or other technology, manner or means.

While providing the Service, and as described in more detail below, we may collect Personal Information about a website visitor, Customer, person or email address on or related to a Contact.

You’ll see we are committed to protecting any data that we collect concerning you. By using our Service and website you agree to the use of the data that we collect in accordance with this Privacy Policy.
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2. Changes**We may change this Privacy Policy at any time and it will supersede this version of our Policy. The most recent version of the Privacy Policy is reflected by the version date at the top of this Privacy Policy.

All updates and amendments are effective immediately upon notice, which may be given by any means, including, but not limited to, by posting a revised version of this Privacy Policy or other notice on the website.

We will take reasonable steps to draw your attention to any changes, however, we encourage you to review this Privacy Policy often to stay informed of changes that may affect you, as your continued use of the website signifies your continuing consent to be bound by this Privacy Policy.

Our electronically or otherwise properly stored copies of this Privacy Policy are each deemed to be the true, complete, valid, authentic, and enforceable copy of the version of this Privacy Policy which were in effect on each respective date you visited the Website.
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3. ScopeThis Privacy Policy is effective with respect to any data that we have collected, or collect, about and/or from you, according to our and Terms and Conditions of Business.
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4. Questions, Concerns & Contact InformationIf you have any questions or comments, or if you want to update, delete or change any Personal Information we hold, or you have a concern about the way in which we have handled any privacy matter, please contact our Data Controller through the following ways:

Data Controller: David Allaway
Email: [email protected]
Post: Alanbrooke House, Castlereagh Business Park, 478 Castlereagh Road, Belfast BT5 6BQ
Phone: 01708 922850

Why we process your personal data

We process your personal data primarily on the basis of Legitimate Interest as a business but only if necessary for the purpose we collected it for. We will also process data on the basis of contractual and transactional obligation where necessary. We may process your data for;

• Sales and marketing activities such as calls, emails and other types of
  communications
• Understanding how you interact with the website and social media
• Account activity such as, email, written and verbal communications and
  agreements
• Financial activity, such as billing communications
• To perform obligations under a contract with you or a business you may work
  for

We will only store your data, for as long as we need it to undertake any of the processes listed above.
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5. How we Collect Information About You**a) About You: When you sign up for or use the website or Service, consult with our customer service team, send us an email, post on our blog, or communicate with us in any way, you are voluntarily giving us information that we collect.

That information may include either your or your Contacts name, physical address, email address, IP address, phone number, as well as details including occupation, location, history, and other demographic information. By giving us this information, you agree to this information being collected, used, disclosed, transferred within the United Kingdom (to our Data Processors and data storage centres in England) and
stored by us, as described in our Terms and Conditions of Use, our cookies page and in this Privacy Policy.
b) Automatically: When you browse our website or use or Service, we may collect information about your visit to our website, your usage of the Service, and your web browsing. That information may include your IP address, your operating system, your browser ID, your browsing activity, and other information about how you interacted with our website or Service. We may collect this information as a part of log files. This website sets no cookies and does not use tracking technologies. Our cookies page explains how we count visits without them.

To ensure our prospects and clients receive the most relevant communications, we use some automated processes to send you communications. These processes (such as lead scoring and marketing based on behaviour), might indicate what the contents of a marketing email may be, or indicate to us when the best time to contact you might be.
c) IP address lookup: we use third parties to provide information about visitors to our websites. When you visit our website we will record your IP address. This address will be matched against public and proprietary IP address databases to provide us with information about your visit. This information may identify the organisation to whom the IP address is registered but not individuals. In some limited cases i.e. single
person companies, it may be possible to identify personal data from publicly available ICANN data.

Security and Compliance

12. Notice of Breach of SecurityIf a security breach causes an unauthorised access into our system that materially affects you, then Mandon Software Limited will notify you as soon as possible and later report the action we took in response. In all cases, we will follow our data breach policy to ensure that we comply with the law and report any necessary remedies to you and the ICO.

**13. We operate in the United Kingdom.**Our servers and offices are located in the United Kingdom, so your information is stored in England and is not transferred to, stored, or processed in the outside the EU or United States. We recommend you check with you other providers as their data protection, privacy, and other laws (such as the United States) might not be as comprehensive as those in the UK/EU.

For cookies, and for how we count visits, see our cookies page.

Companies that handle data for us

Two companies handle information for us when you use this website.

• Cloudflare protects the site and counts how many people visit it. To do this they see the internet address of everyone who visits. They do not set cookies on this site. Our cookies page explains what is counted.
• Resend delivers the messages sent through our contact form, so they handle what you type into that form and your email address.

We do not use any other company to track, profile or advertise to you.